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EXHIBITS RULES AND REGULATIONS
 

Purpose of the Display

The AAPM (hereafter known as "Exhibit Management") reserves the right to determine the eligibility of any company or product for inclusion in the exposition.

The Exhibit is an integral part of the AAPM's Annual Meeting program.  Its purpose is to further the scientific, technical, and educational advancement of the theory and practice of medical physics and the related arts and sciences.  As much as possible, the exhibits will supplement scientific and technical sessions.

To assure that the exhibit will further the above purpose, admission to the exhibit is limited to qualified persons with interest in medical physics or related equipment, products, and services.  Companions ages 12 through 17 will be allowed in the Exhibit Hall but must be accompanied by a registered attendee at all times.  Children 11 and under will not be allowed in the Exhibit Hall.

Products may not be sold for delivery on the exhibit floor with the exception of publishing companies who have been approved by Exhibit Management.  All other Exhibitors will be permitted to take orders for the sale of their products or services at the show provided their products or services are substantially related to the science of medical physics.  Exhibitors will not actively solicit visitors for sales or orders, but only furnish visitors with a price list for their products or services and indicate on the list that visitors may purchase Exhibitor's products or services.

Exhibit Management Policy

Exhibit Management reserves the right to rearrange the floor plan at any time when such action is deemed to be in the best interest of the total exhibit effort.  Exhibit Management reserves the right to relocate exhibitors should it become necessary for causes beyond the control of the AAPM, or advisable in the best judgment of the AAPM to transfer assignments.

Quickly Jump to:
Exhibit Management Policy
Application for Exhibit Space/Payment
Refund for Cancellations
Contractor Services and Information 
Booth Equipment and Services
Installation & Display Removal
Target Move - In Schedule
Exhibitor Representative
Use of Exhibit Space
Hours of Exhibitor Access to Displays 
Exhibitor Activities
Restrictions
Signs
Photography
Distribution of Printed Materials and Hotel Door Drops
Distribution of Food
Entertainment
Special Effects & Product Presentation
AAPM Logo Use
List of Exhibitors
Responsibility
Compliance
Liability
Cancellation or Termination of Exposition
Management

Application for Exhibit Space/Payment

To complete the application:

The Application for Exhibit Space must be accompanied by FULL PAYMENT in the form of either a credit card payment or a check in US funds drawn on a US resident bank.
- Credit cards accepted include Visa, MasterCard and American Express

- Checks should be payable to the AAPM.

- Forward Applications and Payments to:


Lisa Rose Sullivan
AAPM
One Physics Ellipse 
College Park, MD 20740-3846
- If you would prefer to wire the payment, the wiring instructions are as follows:
Bank of America 
Baltimore, MD 
ABA #: 052001633 
Acct. #: 20-0381-8333

Please Note:


Refund for Cancellations 

Should the Exhibitor be unable to occupy and use the exhibit space contracted for, they will promptly notify Exhibit Management.  All sums paid by the Exhibitor, less a service charge of 10% of the contract price, will be refunded.  No refund for cancellation will be made after May 25, 2001.

Contractor Services and Information 

Exhibit Management has selected Brede Exposition Services (Hereafter known as "Service Contractor") to serve as official contractor to provide various services to Exhibitors.

Complete information, instructions, and schedule of prices regarding drayage, labor for installation and dismantling, electrical work, furniture, cleaning, etc., will be included in the Exhibitors Service Kit to be mailed April 13.  An Exhibitor Service Center will be maintained on the exhibit floor to facilitate service requests from Exhibitors.

It is agreed that the Exhibitor will abide by and comply with rules and regulations concerning local unions having agreement with the Salt Palace Convention Center and with authorized contractors employed by Service Contractor.

Should there be specific questions Brede can be reached at:

                    Brede Exposition Services
                    2300 Principal Row
                    Orlando, FL 32837
                    Phone:  (407) 851-0261
                    Fax:  (407) 859-3904
                    http://www.brede.com
Booth Equipment and Services

Items included in the rental fee are:

  • 8 feet high backdrops
  • 36 inch high dividers
  • a 7 inch x 44 inch ID sign (including booth number and company name)
  • 24 hour guard service
  • general aisle cleaning
  • general area lighting
  • air conditioning
Installation & Display Removal

It is explicitly agreed by the Exhibitor that in the event he or she fails to install his or her products in his or her exhibit space at the time specified, Exhibit Management will have the right to take possession of said space and lease the same or any part thereof to such parties and upon such terms and conditions as it may deem proper. Exhibit Management is not responsible for any refund.

Installation of all booths must be completed by 8:00 pm Saturday, July 21.  Any exhibit that has not been installed by 8:00 pm will be forced up and the company will be charged the installation fee or the crates will be removed from the hall. The exhibits open on Sunday, July 22 at 12:30 pm.  Exhibitors will be allowed to complete final touchup work on their booths from 8:00 am - noon on Sunday. No Exhibitor will have the right prior to closing of the exposition to pack or remove articles on exhibit without approval in writing from Exhibit Management.

Installation Hours

The Installations Hours are posted below. Please note there are only two days of freight move-in.  If any Exhibitor wishes to work on booth setup past .11:00 pm, approval must be given by Exhibit Management.
 

DATES
FREIGHT MOVE IN
SET UP 
THUR - JULY 19
 8:00 am - 8:00 pm
12:00 pm - 11:00 pm
FRI - JULY 20 
 8:00 am - 8:00 pm
 8:00 am - 11:00 pm
SAT - JULY 21
 8:00 am - 3:00 pm
 8:00 am - 6:00 pm
SUN - JULY 22
(Touch up work )
8:00 am - 12:00 pm

Exhibits Open 12:30 pm

Target Move - In Schedule 

With the cooperation of Service Contractor, Exhibit Management will be using a Target Move - In Schedule for the meeting.  Details will be outlined in the Exhibitor Service Kit, which will be mailed April 13.

Exhibitor Representative

Each Exhibitor must name one person to be their representative in connection with installation, operation, and removal of the exhibit.  Such representative will be authorized to enter into necessary service contracts for which the Exhibitor will be responsible.

Use of Exhibit Space

Exhibitors agree not to assign or sublet any space, nor to display or advertise goods other than those manufactured or carried by them in the regular course of business.

All activities of each Exhibitor must be confined to the Exhibitor's allotted exhibit space other than entertainment and social functions.  Exhibitor representatives must be in the space rented on the exhibit floor and are not admitted for the purpose of viewing other exhibits, except by invitation of other Exhibitors.  No persons, firms, or organizations not having contracted with Exhibit Management for the occupancy of space in the exhibit will be permitted to display or demonstrate its products, processes or services, distribute advertising materials in the halls or corridors, or in any other way occupy or use the facilities.

Hours of Exhibitor Access to Displays 

Exhibitors wearing Exhibitor badges may enter the exhibit hall from 7:00 am - 7:00 pm each day of the exposition.  Should an Exhibitor require additional time for the maintenance of computer hardware and/or software said Exhibitor must receive permission from Exhibit Management.

Exhibitor Activities

Exhibitors agree not to schedule or conduct any outside activity including, but not limited to, receptions, seminars, symposia, and hospitality suites that are in conflict with the official program of the AAPM Annual Meeting, whether such activities are held at or away from the Exhibit Hall.

Any Exhibitor wishing to hold any outside activity in conjunction with its exhibit must submit the "Exhibitor Function Request Form" to Exhibit Management by JUNE 22 for written approval. You will receive an approval notification from AAPM HQ via fax. The notification will include contact information for each of the designated 2001 AAPM hotels. Upon approval, you will make function arrangements directly with the hotel of your choice.

The following are designated times when Exhibitors may conduct any of the above-mentioned activities:
 
DAY
DATE
TIME
Saturday
July 21
Any time
Sunday
July 22
Before 9:00 am; after 7:30 pm
Monday
July 23
Before 7:30 am; during lunch 12:00 pm - 1:30 pm; after 8:30 pm
Tuesday
July 24
Before 7:30 am; during lunch 12:00 pm - 1:30 pm; after 10:00 pm
Wednesday
July 25
Before 7:30 am; during lunch 12:00 pm - 1:30 pm; evening hours TBD
Thursday
July 26
Before 7:30 am; after 12:00 pm (No Exhibits on Thursday)

Any advertising or activity on the convention center property must have Exhibit Management approval.

Restrictions

Exhibit Management reserves the right to restrict exhibits which are objectionable because of noise, glaring or flashing lights, method of operation, or any other reason, and also to prohibit or evict any exhibit which in the opinion of Exhibit Management detracts from the general character of the exhibit.  This reservation includes persons, things, conduct, printed matter or anything Exhibit Management judges to be objectionable.  In the event of such restriction or eviction, Exhibit Management is not liable for any refund of any amount paid thereunder.

Demonstrations must be located so that crowds collected will be within the Exhibitor's space, and not blocking aisles or neighboring exhibits. Contests of any kind must first be approved in writing by Exhibit Management.

Signs

It is prohibited to hang signs or banners from rafters above exhibits or to attach to any convention center structure.

Photography

Picture taking, other than by the AAPM official photographer, is prohibited, with the exception of an Exhibitor photographing his or her own display area.  Each Exhibitor has control over the space it has rented and may prevent those considered its competitors from gaining access to, photographing, video taping or otherwise mechanically recording its exhibit or presentations.  Exhibitors are encouraged to report any violations of this rule to Exhibit Management.  No Exhibitor will deny any reasonable request from Exhibit Management to photograph the exhibit from outside the perimeter of the booth.

Distribution of Printed Materials and Hotel Door Drops

Distribution of printed materials by an Exhibitor is limited to their rented space in the exhibit hall and meeting areas.  This restriction also applies to the placement of signs in any hotel used by the AAPM to house registrants of the meeting.  No Exhibitor printed or promotional items are allowed in the Attendee registration packet.

Exhibitors are allowed to distribute printed materials as door drops at the designated AAPM hotels.  An official "Exhibitor Door Drop Request Form" will be included in the Service Kit mailed on April 13 Exhibitors will be responsible for any fees involved.

Distribution of Food

Distribution of food and/or beverages is not permitted unless it is a product that the company promotes.  Cooking or food preparation is not permitted.  Products such as individually wrapped candy or mints for consumption are acceptable.

Entertainment

The use of music (live or recorded), dancer, mimes or other entertainment similar to this is not permitted in the exhibit hall.

Special Effects & Product Presentation

All Exhibitors utilizing sound amplification are required to amplify at a decibel level that will not interfere with the activities of neighboring booths. In the event of a dispute as to whether amplification is too loud, Exhibit Management reserves the right to make the final determination of acceptability.  Failure by an Exhibitor to comply with a request to reduce or eliminate sound amplification will result in the refusal to allow sound amplification in the booth for the duration of the meeting.

AAPM Logo Use

Photostats of the official meeting logo will be provided in the Exhibitor Service Kit and can be used for promotional pieces and advertising related to the meeting.

List of Exhibitors

The list of AAPM 2001 Exhibitors will not be published, in whole or in part, other than in AAPM official publications.  Said list will not be released for use by others for promotional purposes.

Responsibility 

If the Exhibitor fails to comply in any respect with the terms of this agreement, Exhibit Management will have the right, without notice to the Exhibitor, to offer said space to another Exhibitor, or to use said space in any other manner, but this will not be construed as affecting the responsibility of the Exhibitor to pay the full amount specified by the contract.

Compliance

The Exhibitor assumes all responsibility for compliance with all ordinances, regulations and codes of authorized Federal, State, and City governing bodies concerning fire, safety, and health, together with the rules and regulations of the operators/ owners of the property wherein the exhibit is held. Federal, State, and City laws must be observed.  Wiring must comply with Fire Department and UL rules.

Liability

The AAPM and Salt Palace Convention Center, its agents or employees will not be responsible for any loss, theft or damage to the property of the Exhibitor, their employees or representatives.  Further, Exhibit Management will not be liable for damage or injury to persons or property during the term of this agreement from any cause whatsoever by reason of the use of occupancy of the exhibit space by the Exhibitor or their assigns, and the Exhibitor will indemnify and hold harmless Exhibit Management and the Salt Palace Convention Center from all liability which might ensue from any cause whatsoever.

If the Exhibitor's material fails to arrive, the Exhibitor is nevertheless responsible for all amounts due thereunder. Exhibitors are advised to carry special insurance to cover exhibit material against damage and loss, and public liability insurance against injury to the persons and property of others.

Cancellation or Termination of Exposition

In the event that the premises where the exposition is to be held will, in the sole determination of Exhibit Management, become unfit or unavailable for occupancy, or will be substantially interfered with, by reason of picketing, strike, embargo, injunction, act of war, act of God, fire, or state of emergency declared by any government agency or by reason of any municipal, state, or federal law or regulation or by reason of any other occurrence beyond the control of Exhibit Management, Exhibit Management may cancel or terminate the exposition. In the event of such cancellation, the Exhibitor waives any and all claims the Exhibitor might have against Exhibit Management for damages or expenses and agrees to accept incomplete settlement and discharge of claims against Exhibit Management the Exhibitor's pro rata share of the total amount paid by all Exhibitors less all costs and expenses incurred by Exhibit Management in connection with the exposition including a reserve for future claims and expenses in connection therewith.

Management

Exhibit Management reserves the right to interpret, amend, and enforce these regulations as it deems proper to assure the success of the exposition.
 
 
 
For further information about AAPM 2001 Exhibits, please contact 
Lisa Rose Sullivan 
at
lrose@aapm.org